2025 RiverFest & Craft Show Vendor Application

Note for out-of-town vendors: the dates of June 6-8 coincide with a major golf tournament in our area. As a result, hotel availability may become limited as we approach these dates. To ensure you secure your accommodations, we recommend booking your overnight stay as soon as possible.

PLEASE READ

1.      Makers that sell predominantly one medium should choose ONE category that best represents the dominant category of their goods.

2.      Vendors that personally handcraft a variety of goods should select "Various" and explain in the notes exactly what that entails. (Preference will be given to applicants in the "Various" category that present a neat, creative display.)

3.      Vendors that include resell items in a crafting category will be reclassified as "Commercial" and will be notified.

4.      Commercial vendors, food vendors, and non-profits should check the appropriate box for their business. 

5.      When 'WAITLIST ONLY' appears next to a category, it means that category is currently full. To be added to the waitlist, please complete this application. No payment is required at this time, but be sure to select 'Check' to submit the form.

Event Policies

1. Application process closes 5/23/25 unless the show fills before that date. Accepted vendors with unpaid booth fees by 5/1/25 will not receive a booth space and will be removed from the vendor list. Fees processed after 5/1/25 will incur a late fee of $50.
2. While vendors may cancel at any time, there are no refunds and no transfers from one show to another once the applilcation has been processed, unless the show is canceled due to health and safety reasons.
3. No booth spaces are ever guaranteed from year to year.
4. This is an outdoor event and is held rain or shine.
5. Vendors are responsible for their own power, internet connection, shade, tent, tables, chairs, weights, leveling devices, rain gear, and any other items needed as part of an outdoor event.
6. Tables must be draped. No boxes, extra merchandise or debris should be visible.
7. All tents must be weighted to prevent them from blowing during a gust.
8. Only vendors accepted into this show are permitted to participate. Sharing space with anyone is not permitted.
9. Vendors may only exhibit the craft medium for which they were selected.
10. Activities and displays must be appropriately family-friendly and are allowed (or not) at the discretion of the director.
11. Vendors must participate and have their tables staffed for both days for the full duration of the show.
12. Vendors may not distribute material outside of their designated booth space and are not permitted to loudly solicit visitors into their exhibit space. Amplified music is not permitted, with the exception of entertainment contracted by the Event Director.
13. All work and displays must stay within the designated booth space. No boxes, extra merchandise or debris should be visible. Extending out into the street past your tent space is a safety hazard for pedestrians and is not permitted.
14. Each exhibitor is expected to clean up and dispose of their own trash throughout the day and each evening before leaving. The Town does not provide trash service for empty vendor boxes and other trash.
15. No vehicle traffic is permitted in the show area on Saturday between 8:00 a.m. and 6:30 p.m. and on Sunday from 8:00 a.m. and until officials open the roads to vehicular traffic.
16. There is no smoking in tent spaces.
17. Pets must be leashed within the tent space and must not be a nuisance to other vendors or show patrons.
18. Rude, aggressive, obscene, or abusive language and/or threatening or actual physical restraint and/or abuse of another vendor, staff, or general public is strictly prohibited and will result in immediate removal and banishment from participation in future shows.
19. Follow directions of show personnel, clearly identifiable in marked attire and/or vests.
20. All local laws must be followed.

Food Vendors

Food Vendors and any Gourmet Food Vendors that offer samples are responsible for all required Prince William County Health Department permitting and be in compliance with all regulations. 

The county requests that vendors submit applications at least 14 days prior to the event and will not guarantee approval after that. The Town of Occoquan is not responsible for a vendor's late submission or a denial of permit.Contact: Prince William County Health District. Division of Environmental Services, 8470 Kao Circle, Manassas, VA 20110. Ph) 703-792-5379. Email angela.jones@vdh.virginia.gov.

Payment Policies

1. Registration is not complete without submitted photos, full payment, and a signed application. Application process closes 5/23/25 unless the show fills before that date. Accepted vendors with unpaid booth fees by 5/1/25 will not receive a booth space and will be removed from the vendor list. Fees processed after 5/1/25 will incur a late fee of $50.
2. If paying with credit card, please submit your information at the bottom of this form.
3. If paying with check or money order, make payable to TOWN OF OCCOQUAN. Mail to PO Box 195, Occoquan VA 22125. Indicate business name on check. Checks will be deposited upon receipt. Please note that a deposited check does not equal acceptance into the show.
4. In Town parking (now full) is available for an extra $75 per show. Spaces are limited; only payment secures the space.
5. Booth fee payments will be returned to vendors not accepted into the show.
6. A $35 fee will be charged each time a check is returned for insufficient funds.
7. Checks will be accepted for payment up to two weeks before the event date. After that, credit card, cash, or cashier’s check are required.

Maker / Creator

All work must be original, handmade, and created by the maker. No mass-produced, commercially manufactured work, imports, t-shirts, or any resale items are allowed in this category. Vendors acknowledge the handcrafted nature of their own products by completing this application. Early entrants’ work may be featured in promotional materials.

Direct Sales/Commercial

The Direct Sales category is distinguished by a distribution method that relies on self-employed sales people who earn money by buying products from a parent organization and selling them directly to customers. Vendors in this category must submit a specific list of products/services that are to be sold/displayed/promoted/given away. Vendors may include with this application any brochures, handouts, or catalogs that best describe the vendor’s commercial product in lieu of photos.

Food Vendors

Food business applications are accepted on a first come basis and are considered on a regular basis until the show is full. Food vendors must submit a specific menu of foods to be offered. The Town reserves the right to select menu items a vendor will not be allowed to sell. A recent photo of your display space is required. No power is available. Quiet generators are a must.

Non-Profit

Non-profit organizations may be eligible for booth space at no cost, but they must first apply, be accepted, and commit to staffing the booth for the entire 2-day festival. A limited number of spaces will be made available to approved non-profits once overall space availability is confirmed. This determination will be made 6 weeks prior to the event, and therefore, no parking spaces will be provided to these vendors, as lots will be full. No spaces will be allocated to political parties. Each approved non-profit is allowed one booth space, with the option to request additional spaces. If extra space is available, it will be offered at the maker rate.